Administrative Assistant at Hello Group

About the Job

Job Advert Summary

• Some people are happy to go through life in a comfortable bubble, and that is great, we don’t judge, but at Hello Group we believe that if we can change lives, it’s a day well-lived.
• We change lives every minute of the day, literally. For us, we do not go to work each day, we go to a place where “grown-ups” are fuelled by a risk-taking appetite for adventure that leaves a definite mark on the lives of others.
• Hello, Group, is a place where you get scraped knocked, or even trip over your shoelaces, but through all that build what we call profitable altruism. Here we solve problems that others think are impossible and have fun while doing it. We love a bit of craziness, dissatisfaction with the status quo is what YOU can offer us at Hello.
• It is our passion to build life-changing businesses and to stay in the chaos and not have to settle into the routine. We want the smart people on the ground, to develop our next big thing. What do you say…want to join our weird and wonderful family?

Minimum Requirements

Requirements:

• Grade 12 Senior Certificate or National Diploma in Business Administration (will be an advantage)

Duties and Responsibilities

Job Summary:

• The Administrative Assistance will be crucial in ensuring that the Malawi Operations Team are consistently and efficiently supported timeously in various operational functions.

Job Role:

Operational Activities:

• Ensure that the payroll file is accurately updated monthly and submitted to the Payroll Administrators
• Assist off-shore Managers with staff-related queries. Gather all information and submit the information to HR
• Verify, capture, and reconcile the weekly expense claims provided by all Malawi managers.
• Check funding against transactions and current running balance daily and liaise closely with the Finance Department and Banks with all funding-related queries.
• Prepare weekly cash instructions, and create and accept trades on PPI.
• Fuel cards for Managers to be top-up timeously.
• Lease agreements, rental, and license fees are paid on time and the rental schedule is updated timeously.

Monitoring and Reporting

• Monitor vehicle tracking reports weekly for offshore managers and report back on any abnormalities to management
• Monitor fuel consumption weekly and report back to management on any abuse or abnormalities.
• Weekly monitoring and reporting on cash movement on PPI or on all related systems used.

General Administrative Tasks

• General understanding of the MRA Withholding Tax process and record-keeping
• Management of Fuel Cards
• Act as point of contact for offshore Management related to payroll, administrative and treasury
• Generating and Distribution of monthly.

Skills and Competencies:

• Proficient in Microsoft Word and Excel
• Excellent attention to detail and organizational abilities to ensure the timely and accurate execution of operational support.
• Ability to interact and communicate with stakeholders and possess strong verbal and written communication skills.
• Strong analytical abilities with the capacity to recognize and address potential operational and financial concerns.
• Anonymity while handling sensitive financial data with integrity and professionalism.
• Able to work under immense pressure and
• Time Management

Attributes:

• Analytical Thinking: The capacity to evaluate and advise on operational objectives and reach fact-based conclusions.
• Proactive Planner: Must be able to effectively predict Operational requirements and make plans in advance to ensure timely disbursements.
• Collaborative Team Player: Willingness to collaborate closely with multiple departments to guarantee efficient operational procedures and resolve any concerns that may crop up.
• Ability to function quickly and adjust to shifting priorities and demands.
• Ethical Mindset: Dedication to upholding legal requirements, compliance requirements, and moral standards.